CITY OF HUNTSVILLE
GUIDELINES FOR PROCLAMATIONS
Among the many ceremonial functions of the office of Mayor is recognizing and honoring people, events, activities, organizations, issues, etc., through the issuance of formal proclamations. Proclamations may or may not be issued publicly, depending on timing, the wishes of the recipient(s), and available time and space on City Council agendas. A proclamation aims to recognize and celebrate the extraordinary achievements of local citizens and non-profit organizations, honor occasions of importance and significance, and increase public awareness of issues to improve the well-being of the citizens of Huntsville.
The issuance of a proclamation does not require action by the City Council; however, it should comply with the guidelines below. The Mayor reserves the right and has the final decision to modify or deny any proclamation request.
Proclamations may generally be issued for the following purposes:
- Memorializing special or exemplary events or days within the City of Huntsville or holidays recognized by the State of Texas.
- Recognizing the achievement of high rank or success within a local non-profit organization.
- Recognizing unique or especially successful local school-related activities, such as academics, athletics, music, etc.
- Honoring local non-profit service groups for their work in the community.
- Recognizing individuals for outstanding achievements in or for contributions to the community.
- Supporting public awareness campaigns that have the potential to enhance public health, safety, or wellness.
- Recognizing special or unique honors.
- Recognizing business anniversaries of fifty years or more.
- Recognizing retirements from the City of Huntsville following thirty-five or more years of continuous service.
- Recognizing individual birthdays of 100 years or more.
- Recognizing wedding anniversaries of fifty years or more.
- Recognizing other exceptional events, activities, and/or people.
Individuals, groups, or organizations are recognized by a single day or date. To designate a month, the proclamation must recognize an activity or action that affects all citizens irrespective of race, gender, color, or sexual orientation such as Autism Awareness Month, Cancer Prevention Month, and Fair Housing Month.
Proclamations may generally not be issued for the following purposes:
- Groups or individuals outside the City of Huntsville.
- Matters of a political nature or to benefit individuals attempting to seek political gain.
- Controversial issues or organizations.
- Matters of political controversy, ideological or religious beliefs, or individual conviction
- Events or activities that do not benefit Huntsville.
- National or international groups requesting a proclamation.
- Events, campaigns, or activities that are contrary to, or in opposition of, City of Huntsville policies, plans, or Ordinances.
- Personal activities not of general public interest, such as deaths, family reunions, birthdays of less than 100 years, groundbreakings, business endorsements, etc.
All proclamation requests must be submitted in writing at least two weeks prior to a regular council meeting date or of the event to be recognized. Submission of a proclamation request does not guarantee its issuance. The Mayor reserves the right and has the final decision to modify or deny any proclamation request consistent with this policy.
Individual(s) or organization(s) seeking a proclamation must accompany the request with:
- The contact person’s first and last name, address, telephone number, and e-mail address.
- A brief summary or background of the event or organization.
- Proposed text to enable writing of the proclamation, including a minimum of four points or a suggested proclamation.
- The name and date(s) of the day, week, month, or event to be proclaimed.
- The event date for proclamation and date proclamation is to be ready for pick up.
Proclamations shall be distributed in one of the following ways:
- Presented at a City Council meeting.
- Request the Mayor or Mayor Pro-Tem, in the absence of the Mayor to present a Proclamation at the event (subject to availability)
- Photo opportunity with the Mayor or Mayor Pro-Tem in the absence of the Mayor; or
- Picked up in the City Secretary’s office.
Proclamations presented at a City Council meeting may be limited due to time and will be scheduled on a first request basis. Proclamations presented at a meeting shall be sponsored by the Mayor, a Council Member, or City Staff.